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Transaction Entry Buttons

Write Checks - Transaction Entry Tab

Printing Checks

General Ledger Checklists

General Ledger FAQs

Write Checks Session

Access this form using Activities>Check Writing>Write Checks.

Use this form to set up a session for the checks you are about to print, or add documents to an existing session. You must define the session by assigning it an ID (anything to identify this batch of checks), and then enter the Description, Status, Date, and Cash Account. This account cannot be changed after the first check prints. Click Start to display the transaction entry form.

This process allows checks to be printed while generating accounting entries to record the checks in the system. (The system generates a transaction source code of CDS.) As each transaction is saved (or posted, depending on session status) the check prints. However, even after a check has been successfully printed, you can open an unposted session ID with the same cash account and print another check using a new check number.

Using Write Checks is an alternative to using the A/P module to print your checks. Checks written using the Write Checks function do not update vendor balances and cannot be tracked through A/P. 1099 balances can be updated using Write Checks if you own the Accounts Payable module and the vendor is set up as a 1099 vendor.

The Currency and Rate Type fields are only available if you have installed and added the Multicurrency module. The Cash Acct drop-down list only contains cash accounts whose currency is the same as the currency selected on this form, or whose currency is the same as the organization's functional currency.

 

Session ID

  • To create a new Session, enter a unique session ID representing the group of related documents, or press the "+" (plus) key to have the system assign a session ID. You might use the session ID "CK0725xx01," for example. The first two characters would be an abbreviation for "checks." The next six characters would represent the date. The last two would be a numeric sequence indicating that this is the first session of this type for this date.
  • To edit an existing unposted session with a status of BP or BS, select it from the drop-down list.
  • To view an existing posted session, enter the ID or search for it using the Find button.
  • We recommend using all numeric session IDs. Regardless, you should limit your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoid the use of symbols.

Status: Select a status from the drop-down list. When the Administrator set up the organization using the Organization>Organization Preferences>Processing tab, a processing mode was designated. The status appears in the drop-down list according to the processing mode that was chosen for the organization. The table below shows which status is valid for each processing mode:

 

Organization Processing Modes

Status

Batch

Combination

Online

Batch-To Post (BP)

Valid

Valid

  

Batch-To Suspend (BS)

Valid

Valid

  

Online Posting (OL)

  

Valid

Valid

Description: Enter a session description for this batch of checks.

Date: Enter a valid date for this session. The current date is the default value when a new session is created.

Currency: Select a currency type from the drop-down list, such as USD, CAD, EUR, GBP, or MXN. The currency defaults to the organization's functional currency. Currencies were created and activated by the Administrator using the Organization>Currency Setup form.

Rate Type: Select an existing exchange rate type from the drop-down list. The system lists any custom types you created, along with two predefined rate types—Daily Spot Rate and Monthly Average Rate. Custom rate types were created using Maintain>Multicurrency>Exchange Rate Types.

Cash Acct: Select the cash account for this batch of checks. You cannot change this account after the first check prints.

Session Totals: The system displays the total number of checks and total amount.

  • You cannot add or edit transactions for an existing session if the checks have been posted. If a session is created with a status of Batch-To Post or Batch-To Suspend, edit the checks using Transactions>Edit Write Checks. See Edit Write Checks Session.
  • Rather than manually entering a session ID each time, you can have the system assign the next available session ID. With the cursor in the Session ID box, simply press the "+" key to automatically increment the session ID from the last session ID used. As the Administrator, to change the last session ID, use the Organization>Organization Preferences>Session tab.
  • Once you begin entering checks on the transaction entry form, click Session Information to change session information.
  • Cash accounts must have been previously created using Maintain>Chart of Accounts Codes.
  • Account currency was assigned when the account was created (Maintain>Chart of Accounts Codes - Setup Tab), while the organization's currency was assigned when the organization was created by the Administrator(File>New Organization Wizard - Functional Currency Panel).
  • Click Entry Defaults to set or change default values for certain fields or "boxes" that are used during transaction entry.